~ ~
`
`Chapter 7
`Findin and Readin
`g g
`Documents
`
`Collabra Share was designed to make the everyday task of reading shared
`documents as easy and productive as possible. Most of your time in Share will
`be spent finding and reading documents written by others, so any time you
`save performing those tasks will be highly leveraged.
`The word that best describes Share's user interface, according to reviewers
`and first-time users, is "intuitive." In this chapter, you'll see how the Forum
`window maintains your information context visually as you read documents,
`and you'll learn about the InfoNavigator features that help you find the most
`relevant documents quickly.
`
`This chapter covers the following topics:
`■ Threaded discussions and hierarchical categories
`■ The Forum window
`
`■ Navigating from document to document
`
`■ Finding unread documents
`
`■ Searching for and sorting documents
`
`■ Viewing selected documents
`
`■ Hotlists
`
`■ Printing
`
`■ Links to electronic mail
`
`Facebook's Exhibit No. 1003 - Page 174
`
`

`

`150
`
`Chapter 7—Finding and Reading Documents
`Understanding Threads
`and Categories
`One of Share's goals is to eliminate information overload. Share employs two
`key elements toward this objective. First, by storing documents in categories,
`the number of documents you have to scan at once is reduced. Second, Share
`maintains and presents the context of your documents, as you'll see.
`You can think of categories as a terse summary of the documents that they
`contain. When you contribute to a shared forum, you choose a particular
`category for it and thereby help your readers find your document and
`understand its subject. You're also relating your document to others on
`the same topic, which can lead to fresh insights.
`Besides its category, there are other contextual clues that help readers make
`sense of particular documents. For example, all electronic mail users are
`familiar with chronology, because mail inboxes are typically sorted by date.
`Knowing which message came first is useful information, often not expressed
`in the message itself.
`Documents are often inspired by other documents. In a mail application,
`if the title is "Re: Something else" you have aclue—but only aclue—that a
`message is in reply to another message.
`Another contextual clue is the crisp distinction in Share between a document
`that introduces a new subject and a response to that document. The initial
`document is called a topic document, and responses are called replies. Figure 7.1
`illustrates the way Share displays documents. Topic documents are at the left
`margin and have a white page icon, while replies have yellow posted note
`icons and are indented. You can reply to a reply and the "conversation" can
`diverge down several paths, but the entire thread is controlled by the original
`topic document.
`When everyone has expressed themselves on a given topic, you might create
`a thread summary, which has a distinctive icon but is otherwise treated like
`a first-level reply. Creating summaries and other kinds of documents is de-
`scribed in Chapter 8, "Contributing to Forums."
`Table 7.1 summarizes the terms that you've just learned.
`
`Facebook's Exhibit No. 1003 - Page 175
`
`

`

`Reply
`Reply to
`reply
`
`Thread
`summary
`
`T s
`
`4
`
`Ready
`;~Stert j~Golta6ra Share ~ ~Wo~..:~
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`Term
`
`Topic document
`
`Reply
`
`Reply to reply
`
`Thread
`
`Thread summary
`
`Definition
`
`A document that is not a reply to another;
`the start of a thread.
`
`A document in reply to a topic document.
`
`A document in reply to another reply.
`
`A topic document and zero or more replies.
`
`A reply that contains the other documents in
`the thread.
`
`Using the Forum Window
`~~=I
` The Forum window, shown in Figure 7.2, presents the contents of a forum.
`Whenever you open a forum from the Library, another Forum window is
`created to display it.
`
`I"
`
`i
`
`Using the Forum Window
`
`151
`
`Topic document
`
`.Ede ~,dt yrev+ Navgate ~ar~rose p(opci7es ~mdav !it$~.. -
`
`_~~
`z(¢J ~x
`
`Fig. 7.1
`Share displays
`a discussion
`thread by using
`indentation and
`-Thread different icons.
`
`'~~+~ 4V0[IEl...
`
`I: Back
`
`CaFe o
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`9f3195
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`{(Pith Hi ins 11AI95
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`~ Further Deily n1:
`] Design.Issues
`Summary
`x/9,'95
`Alastair
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`Laurie O'Flynn 9/4/95
`Business Plarrnir
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`Marhef<Researei ~ ' :_;J Government Sales Executive David
`5~"17f35
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`
`Facebook's Exhibit No. 1003 - Page 176
`
`

`

`152
`
`Chapter 7—Finding and Reading Documents
`
`Fig. 7.2
`A Forum window
`is your view into
`a forum.
`
`Category
`pane
`
`~ ,
`. :
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`pane
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`527!95
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`~ Supaort for electronics and min Hank Kelly
`9/ftll9b -
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`We are about to review our support contracts with our vendors. Ouc goaFis to find one
`vendor who can handle sIl of our needs. Does anyone know of a firmthat has experience
`working utith aerospace companiesP
`
`Document
`pane
`
`They will also need experience with minicomputers and maittframes.
`R.eedy~
`~jStart I. ,~QCoilahia Share - (Wu~...
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`,cf-''f.."~. 2-51 F'M
`
`Using Forum Window Panes
`The Forum window is divided into three panes. The pane in the upper left is
`called the Category pane, and it presents a list of the forum's categories. The
`pane in the upper right is called the Thread pane, and it displays the topics
`and replies associated with the category selected in the Category pane. The
`pane at the bottom is called the Document pane, and it displays the contents
`of the document that is selected in the Thread pane.
`
`Notice that control flows clockwise from the Category pane. Selecting a
`different category changes what the other two panes display. Selecting
`a different document in the Thread pane, however, only affects the
`Document pane, not the Category pane.
`
`Category Pane
`The Category pane, shown in Figure 7.3, displays the forum's list of catego-
`ries. The order of the categories never changes; they cannot be sorted. Cat-
`egories are created by a forum's Moderator and are positioned in the list
`at that time.
`
`Categories containing documents you have not yet read have red flags on
`their icons.
`
`Forums are not required to have categories. The first entry in the Category
`pane represents the root category, named for the forum, and it can contain
`
`Facebook's Exhibit No. 1003 - Page 177
`
`

`

`Using the Forum Window
`
`153
`
`Fig. 7.3
`Use the Category
`pane to select
`which category
`appears in the
`Thread pane.
`
`documents just like any other category. There are a few gotchas, however.
`The root category has no properties, for example, and the Mail Agent,
`therefore, cannot direct mail to the root using keywords.
`
`~~ ~ n
`1 ~
`%~'~dd. +~'~m+a ~'avtge~c ~,x~Wosc Ropt"ties ~wdor+ yep
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`
`{
`
`The Category
`pane displays
`d IiSt Of
`categories
`
`''~u WOMd...
`
`6eJc
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`Rem
`
`ate o
`Wcr1d Wide Operations
`,~i
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`You can select several categories at once by using Shift+Click, but Ctrl+Click
`is not allowed. When more than one category is selected, the Thread pane
`displays the most recently selected category.
`
`Thread Pane
`The Thread pane, shown in Figure 7.4, is arguably the most important pane.
`It displays the documents of the currently selected category (or the root).
`Unless you have chosen a s~5ecial view, the documents are shown in thread
`order, with replies nested under topic documents.
`
`As you can see, the Thread pane displays the title, author, and creation date
`of each document. It can optionally show the document size (in kilobytes).
`Unread documents have "sparkles" on their icons; topics and replies that
`have unread replies have red flags on them as well. Notice that a document
`that has a red flag may not have a sparkle, and vice versa.
`
`You can select more than one document by using Shift+Click to extend the
`selection or Ctrl+Click to select several individual documents. In this case,
`the Document pane is cleared.
`
`Facebook's Exhibit No. 1003 - Page 178
`
`

`

`154
`
`Chapter 7—Finding and Reading Documents
`
`Fig. 7.4
`Use the Thread
`pane to select
`which document
`appears in the
`Document pane.
`
`j~j Fde
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`author
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`'~ ~; They !Eked the. redesign
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`The Thread
`pane displays
`documents in
`thread order
`
`Ro.ljuy
`~3tart ~j Coila6ra Share - (Wor...
`
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`
`PM
`
`Document Pane
`The Document pane displays the contents of a single document. As shown in
`Figure 7.5, the document's title is echoed as part of the Document pane.
`
`Fig. 7.5
`Use the Document
`pane to view a
`single document.
`
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`The Document
`pane displays
`the contents of
`a document
`
`Morgan Case
`- CAD
`
`Design Team
`
`The SkyRunner Pl milestone doescoii for a fullscale modeling of-.the
`interior. This will allow you to start your work on the brochure and
`specification materials_
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`
`Facebook's Exhibit No. 1003 - Page 179
`
`

`

`s
`
`Using the Forum Window
`
`755
`
`You will learn about the creation of documents in Chapter 8, "Contributing
`to Forums," but you should realize that you can use the Document pane for
`more than reading.
`
`You can select text and embedded objects in the document and use the Edit,
`Copy command to copy it to the Clipboard.
`
`If a document contains embedded objects created by other applications, such
`as Microsoft Excel or Shapeware's Visio, you can double-click on the object to
`launch the other application. Often, the creating application has additional
`tools for viewing the object. For example, you can rotate athree-dimensional
`chart to see hidden data, or you can use Visio's Zoom command to get more
`detail. You will learn about using embedded objects from other applications
`later in the section, "Using Other Applications."
`
`~~
`
`Navigating between Danes
`Tip
`As you use the three-pane Forum window, be aware that the current selection
`If you move by
`can be in only one pane at a time. Knowledgable users say that the selected
`category when you
`pane "has the focus." The up and down arrow keys, for example, behave
`E differently in each pane. If the focus is in the Category pane, then the up and meant to move by
`document, use the
`down arrows move you to different categories, changing the other panes as
`Navigate, Back-
`you go. If the focus is in the Thread pane, the same arrow keys change docu-
`track command (or
`ments but leave you in the same category. In the Document pane, up and
`press B) to undo
`down move by lines without changing the current document or category.
`the move.
`
`Pay attention to the way Share displays the selection. As you can see in Figure
`7.6, the current selection is shown as a highlighted bar in the pane that has
`the focus, and as a rectangular outline in other panes.
`
`You can switch the focus clockwise from pane to pane by choosing the View,
`Next Pane command (or press F6).
`
`When you click on a new category, there is (initially) no selection in the
`Thread pane. So, instead of a document, the Document pane displays the
`description of the category, as shown in Figure 7.7. The description is
`intended to help you decide whether this is the category for you. If you
`click on the root category named for the forum, the forum's description
`is displayed in the Document pane.
`
`Maximizing Panes
`If you want to view a forum's contents but not its documents, try the View,
`Full Pane command (or press F9) when the focus is in the Category or Thread
`
`Facebook's Exhibit No. 1003 - Page 180
`
`

`

`156
`
`Chapter 7—Finding and Reading Documents
`
`pane. The result, shown in Figure 7.8, is that the Document pane is mini-
`mized while the other two panes fill the window. Pressing F9 again (or choos-
`ing the View, Partial Pane command) restores the previous three-paned view.
`
`F1e
`
`'~rSt
`
`View
`
`i ~
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`Customer SfuUi
`2 ~~~~,- L
`Title: Yas, you wit{ Ge a610 to start work_
`
`~~
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`Refdi' DrA a
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`pro[ofype 7 iipdafe
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`Date
`Author
`Terry Falk 1/895 ''
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`Kev+n M~rre 1/8~9b
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`Morgan Ga: 911Q~9.
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`.
`
`Selected
`document
`
`~ — ~-~ ~..,,--~~ --:
`
`~-,
`
`Case -CAD Desi n Team
`an9 9
`Mor
`The SkyRunner Pl milestone l~B.~ call for a ful/scale mode/Ing of the
`interior. Th(s will allow you to start your work on the brochure and
`~
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`~j5tad ~Co1lab~aSharo-~YJo~...
`
`r~utit
`1~~ 256 PM
`
`Fig. 7.6
`The Thread pane
`has the focus.
`
`Selected
`category —
`
`r
`
`~~
`
`Fig.7J
`Use the category
`description feature
`to learn more
`about the category
`on which you've
`landed.
`
`Category
`description
`
`If you click in the Document pane and press F9, the document contents fill
`the window instead and the Category and Thread panes are minimized.
`
`Facebook's Exhibit No. 1003 - Page 181
`
`

`

`Using the Forum Window
`
`157
`
`Fig. 7.8
`Press the F9 key
`to minimize or
`maximize the
`Document pane.
`
`Fig. 7.9
`You control the
`sizes of the three
`panes in the
`Forum window.
`
`;~,.~le ~dt View
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`You can also customize the pane sizes by dragging the dividing lines between
`panes with the mouse. You can, for example, drag the vertical line between
`the Category and Thread panes all the way to one side or the other and thus
`maximize one of the two panes. (Dragging the horizontal line above the
`Document pane all the way up or down is what the View, Full Pane com-
`mand does.) F4gure 7.9 illustrates an unusual pane layout.
`
`F&
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`
`Facebook's Exhibit No. 1003 - Page 182
`
`

`

`~~
`
`,
`
`158
`
`Chapter 7—Finding and Reading Documents
`
`Using the Toolbar
`Like the Library, discussed in Chapter 6, "Managing Forums with the
`Library," the Forum window has an optional toolbar. You can choose the
`simple toolbar, which has large, labeled buttons or the full toolbar, which
`has more buttons but no labels. By using the Toolbars tab of the Properties,
`General command, you can specify which windows have toolbars. Notice,
`however, that the choice of simple or full affects all toolbars in Share.
`Double-clicking on the toolbar background switches from simple to full.
`Clicking with the right (or second) mouse button displays a context menu
`with two choices: Simple (or Full) Toolbar or No Toolbar. If you choose the
`No Toolbar option, the message in Figure 7.10 appears.
`
`Fig. 7.70
`Share explains
`how to restore the
`toolbar when you
`turn it off.
`
`I ~
`
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`
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`Check the Forum Toolbar box on the Toolbars tab of the Properties, General
`dialog box to restore the toolbar.
`
`Customizing Danes
`Your choices for the toolbar or for the size of the three panes affect only your
`computer. Others may view the same forum, but their windows will reflect
`their choices. This is not the same, for example, as the font and color choices
`you make when you contribute a document. In that case, everyone views the
`document in the same way (to the extent possible) your font and color
`choices are public in forum documents.
`Another way to customize the look of your Forum window is to choose fonts
`for the Category and Thread panes. You can specify a font, size, and style for
`the heading ("Category," "Title," "Author," and so on) and a different font
`for the pane's contents.
`To change the font for the pane heading, click the Pane Headings Font but-
`ton from the Layout tab of the General Properties sheet. To change the font
`used for categories and documents, click the Pane List Font button. Figure
`7.11 illustrates some unusual font choices.
`
`Facebook's Exhibit No. 1003 - Page 183
`
`

`

`T
`
`Reading Documents
`
`159
`
`Fie. 'Fd ~rw ~leigde ~,ampose p~opatiec Window ~ieb
`
`~,8j'X
`
`Fig. 7.11
`Customize your
`Forum window by
`selecting different
`fonts.
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`
`Reading Documents
`Now that you understand the elements of the Forum window, you can begin
`to learn how to use it to choose and manipulate documents.
`
`Unlike a simple database of documents, Share is optimized to help you find
`the most relevant documents easily. You will learn about these more ad-
`vanced features in the next section, after you have covered the basics of
`navigating in the Forum window.
`
`As explained in Chapter 1, "Making Your Team More Productive," there
`are essentially two kinds of forums. There are highly dynamic forums,
`which capture group discussion, and there are more static document reposi-
`tory forums. The information in this section is most applicable to repository
`forums.
`
`Navigating between and within Documents
`Share's user interface is particularly intuitive when it comes to moving
`from document to document. Simply click on a category and choose one of
`the documents that appear in the Thread pane. To select a different docu-
`ment, click again.
`
`You can use the Navigate, Next command to move to the next document
`(whether it is a topic, reply, or summary), and the ~I avigate, Previous
`
`Facebook's Exhibit No. 1003 - Page 184
`
`

`

`160
`
`Chapter 7—Finding and Reading Documents
`
`Tip
`There are much
`fancier ways to
`locate documents;
`you will learn
`about these in the
`next secrion. If
`you're impatient,
`however, try press-
`ing the space bar.
`
`command to move backward. If the focus (highlighted selection) is in the
`Thread pane, you can use the up and down arrow keys to move from
`document to document.
`Share can handle fairly large documents (there is no stated limit), so you'll
`need some tools for getting around in them.
`First, if the document won't fit in the current document pane, you can use
`the vertical scroll bar. You can drag the indicator (sometimes called the scroll
`bar's thumb) to start reading at the midpoint, just before the end, or any
`point in the document. There is never a need for a horizontal scroll bar be-
`cause Share wraps the words to fit in the width of the window. Embedded
`objects that are wider than the window just run off the edge.
`The keys shown in Table 7.2 are useful when the focus is in the Document
`pane.
`
`Key
`Left arrow
`Right arrow
`Up arrow
`Down arrow
`
`Home
`
`End
`Ctrl+left arrow
`Ctrl+right arrow
`Ctrl+up arrow
`Ctrl+down arrow
`
`Pg Up
`
`Pg Dn
`Ctrl+Home
`
`Ctrl+End
`Shift+left arrow
`Shift+right arrow
`
`Action
`Move left one character
`Move right one character
`Move up one line
`Move down one line
`Move to beginning of line
`Move to end of line
`Move back one word
`Move forward one word
`Move up one paragraph
`Move down one paragraph
`Move back one pane
`Move forward one pane
`Move to beginning of document
`Move to end of document
`Extend selection to previous character
`Extend selection to following character
`
`Facebook's Exhibit No. 1003 - Page 185
`
`

`

`Reading Documents
`
`161
`
`Key
`
`Shift+up arrow
`
`Shift+down arrow
`
`Action
`
`Extend selection to previous line
`
`Extend selection to following line
`
`Ctrl+Shift+left arrow
`
`Extend selection to previous word
`
`Ctrl+Shift+right arrow
`
`Extend selection to following word
`
`Ctrl+Shift+up arrow
`
`Extend selection to previous paragraph
`
`CTrI+Shift+down arrow
`
`Extend selection to following paragraph
`
`Expanding and Collapsing Branches
`Perhaps you have already noticed the little plus and minus boxes next to
`some categories and documents (see Fig. 7.12). They are buttons that expand
`or collapse branches of Share's hierarchical tree.
`To learn about what these buttons do, try clicking them to see what happens.
`If you don't have Share handy as you read this, these controls are also found
`in the Windows 95 Explorer. If you're still left out, it's like double-clicking a
`subdirectory in the File Manager. The entries seem to expand and collapse.
`A plus button indicates that the entry is collapsed, meaning that there are
`subcategories or replies hidden beneath the entry that would appear if it were
`expanded. A minus button shows that because the entry has subordinate
`items, it can be collapsed.
`You'll notice that you can collapse replies that have been replied to without
`collapsing the entire thread. However, if you do collapse the thread, all the
`replies at every level become hidden.
`
`In addition to clicking the plus and minus buttons, you can select the cat-
`egory or document to expand or collapse and choose from the View, Expand/
`Collapse submenu. You can Expand (or press the +key) or Collapse (or press
`the —] key), or you can choose to Expand All (the *key) or Collapse All (the
`\ key).
`
`Finding Text in a Document
`The Edit, Find command (Ctrl+F) locates text in the current document. The
`search begins at the current position and you can choose to search forward
`(down) or backward (up). Use the dialog box shown in Figure 7.13 to specify
`what to find, which direction to search, and other options.
`
`Facebook's Exhibit No. 1003 - Page 186
`
`

`

`162
`
`Chapter 7—Finding and Reading Documents
`
`~
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`Fig. 7.12
`Collapsed entries
`can be expanded,
`and expanded
`entries can be
`collapsed.
`
`Collapsed
`
`Expanded—
`
`Fig. 7.13
`Use the Edit, Find
`command to
`locate text in the
`current document.
`
`( ~ Fv_~d~s~enger
`
`i• r Matchyyhok wrnd one
`
`Uue
`
`Enter the text to search for in the Find What field and press Find Next. The
`first match in the document is highlighted and the document pane scrolls if
`necessary. Click Find Next again to find the next match.
`The Find dialog box is unusual because it "floats" above Share's window. You
`can click in the Share window to switch away from the Find dialog box, but it
`will persist until you dismiss it by choosing the Cancel button or pressing
`Esc. Click in the Find dialog box first to select it and make its buttons active.
`The other options are two check boxes: Match Whole Word Only and Match
`Case. By default, these options are turned off. Check Match Whole Word
`when you are looking for letters that occur often in other words. For ex-
`ample, if you are looking for references to "ER," the television show, you
`would check Match Whole Word to avoid finding words containing the
`letters "er," such as "letter."
`
`Facebook's Exhibit No. 1003 - Page 187
`
`

`

`Saving Attachments and Exporting Documents
`
`163
`
`Saving Attachments and Exporting
`Documents
`Documents can have entire files embedded in them, as shown in Figure 7.14.
`Embedded files are displayed as icons and are called attachments, just as they
`are iri most electronic mail applications. A Share document is limited to 20
`attachments.
`
`~~
`=~'Fde Eck Yew ~}avigate Cor~ose Poope~fies
`
`t~rdow
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`Fig. 7.74
`A document with
`attachments.
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`
`If the attached file's type (extension) is registered by the File Manager,
`Share displays the appropriate icon. That is, if you view a document with a
`Microsoft Word attachment on a computer with Word installed, then the
`Word icon is displayed. If Word is not installed, a generic paper-clip icon is
`shown.
`To extract an attachment and save it as a file, choose the File, Save Attach-
`ment command, which displays the dialog box shown in Figure 7.15.
`Select each attachment you want to save and navigate to the directory
`(folder) in which you want to save it. You can also give the file a different
`name if you like. Press the Save button to write the file. To extract all at-
`tached files to the same directory, choose the directory and click the Save
`All button.
`You can extract entire Share documents by choosing the File, Export File
`command. As with attachments, you simply choose a directory and a file
`name.
`
`Facebook's Exhibit No. 1003 - Page 188
`
`

`

`164
`
`Chapter 7—Finding and Reading Documents
`
`T
`
`Fig. 7.7 5
`The File, Save
`Attachments
`command lets you
`extract files from
`Share documents.
`
`_
`
`_-- --
`
`'
`~
`I ;~ Save Attachments
`
`Attached saes:
`I II '
`adobecap.avi
`mklg0"L.dot
`netlog.lxt
`sales.xls
`
`File bemc:
`200079.bmp
`ZDD073.bmp
`:;dn tir:car~. a~~
`aoi txi
`au oxec.bak
`
`,,
`
`JZaactorias:
`c.1
`] books94
`~ cdram
`~ cinmaoia
`~ collabra
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`
`Share can export the text of a document to a .TXT file suitable for an editor
`like Notepad. In this case, you lose information such as fonts, styles such as
`bold and italic, and colors. You also lose any attachments.
`Nothing is lost if you export a document to an .RTF file. Microsoft Word and
`many other word processors can read Rich Text Format files, which preserve
`the font, style, and attachment information. You can't see attached files or
`embedded objects in Word, but they are preserved so you can later import an
`exported document with no loss of fidelity.
`
`a
`
`If you want to extract the text of a document, including attached files and embedded
`objects, choose the File, Send, Current document command, which composes a mail
`message consisting of the text of the Share document. You can mail this to yourself
`. or use the Clipboard to paste the text into a text editor.
`
`Using Other Applications
`When you compose documents in Share, you can call on many other applica-
`tions in your system to create text, pictures, charts, and the like by using a
`Windows facility called Object Linking and Embedding, or OLE. (Share supports
`the OLE 2.0 specification.) Creating documents containing objects from other
`applications is described in Chapter 8, "Contributing to Forums."
`Share documents with embedded pictures, graphs, and other objects can be
`viewed without help from any other applications. This is important, because
`
`Facebook's Exhibit No. 1003 - Page 189
`
`

`

`Using Other Applications
`
`165
`
`it means you can use an application, such as Visio, to create a drawing that
`everyone in your group can see, whether or not th